5.5. SR 01-26-2004 - Laserfiche WebLink

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City TO: FROM: DATE: SUBJECT: MEMORANDUM Mayor and City Council Joan Schmidt, City Clerk January 26, 2004 School District No. 728 Special Election Use of the City's Election Equipment Item # 5.5 On Friday, January 16, 2004, Londa Chambers contacted me in regards to School District No. 728 holding a Special Election on March 30, 2004 and inquiring if the School District could use the City of Elk River's Election Equipment. The School District would need to use seven Optical Scan Precinct Counter Units for their combined precincts within the Cities of Elk River (4 precincts), Rogers (1 precinct), Otsego (1 precinct), and Zimmerman (1 precinct). Since Ms. Chambers is not familiar with this equipment, staff from Elk River would need to test the election equipment, train election judges on the use of the equipment, provide technical assistance if needed on election day, and provide any other services in con}unction with the District's use of the equipment which may be required. I have put together an agreement contract between the two entities and City Attorney Peter Beck is reviewing this contract. The contract serves to hold the District responsible for the equipment while in their possession and that the City cannot warrant the equipment as error free. The contract also lists the services to be provided by the City and the ftmctions related to proper conduct of school district elections that the District would need to handle. The contract also holds the District responsible for the transporting of the equipment from and to the City as well as the District's defense and indemnity obligations. After approval is received from Council to enter into an agreement, I will forward the contract to the School District for their review and authorization. ACTION REQUESTED A motion from Council to approve the attached resolution authorizing staff to enter into a contract between the City of Elk River and Independent School District No. 728 to allow the District's use of the city's election equipment with assistance from city staff for the Special Election on March 30, 2004.